Records documenting financial transactions including purchasing and expenditures as well as revenues and reconciliations for state, self-sustaining, gift, and endowment budgets. Includes the following records:
- Cash Register Tapes
- Central Travel Account (CTA) approvals and reconciliations including invoices, receipts, and reviewed and signed UW Transaction Detail with Notes & Account Codes Report
- Credit Card Records of Sales
- Field Advances
- Financial Statements/Reports
- Food and Beverages for Meeting, Training Sessions and Recognition Award Ceremonies forms
- Invoices--Vendor
- Packing Slips
- Petty Cash (Revolving Fund) Records for any office with a revolving fund, including supporting transaction documents
- ProCard transaction approvals and reconciliations including invoices, receipts, and reviewed and signed UW Transaction Detail with Notes & Accounts Code Report
- Purchase Requests--Internal
- Receipts (For Money Received or Paid)
- Reconciliation of Cash and Receipts
- Reconciliation of Financial Assets (Vault Contents and Cash on Hand)
Official Copy: Any Office
Retention: 6 years after end of fiscal year
Disposition Method: Shred/Delete
Note: These records are now generated through Workday and do not have to be saved or printed. Records created before July 2023 should be maintained for the retention period above. Pay to Procure invoices generated through a third-party system must still be saved locally for the retention period above.